9/11/23 Weekly Status Report

 

 

Product Project Risks

Item #

Severity Level

Escalated Y/N

Description/Risk

Owner

Mitigation Strategy

Next Step

Priority

JIRAs

Date

Item #

Severity Level

Escalated Y/N

Description/Risk

Owner

Mitigation Strategy

Next Step

Priority

JIRAs

Date

1.

Critical - MIS Shared Application

Y

Parchment

  • Waiting on from Parchment

 

Notes:

  • 7/25/2023 No Update at this time 8/21/2023 Came up last week as an issue that was related to the Parchment migration. Understanding that generally there are still a lot of questions here, we are working with the team to determine how to display this information in the UI. 

  • CVC is looking for a mitigation strategy from Parchment. Mike and Andrea will work with Jason to ensure this is received.

highest

https://cvc-oei.atlassian.net/browse/blq-895

9/15/23

2.

Moderate

  • Localized: Regression issue

Yes

  • Escalated to @Mike Vogt and @Andrea Hanstein to address with Parchment for permanent fix.

An issue was reported where students has access to click on the Add Class Button the same day of the section start date.

While this is a new issue reported on 8/22/23, this is a recurring issue that has been reported/fixed more than 4 different times.

We have a history of this issue being reported and Parchment fixing the issue....but the same issue is popping up again and again over time.

The 4 JIRAs that track the history of this issue are:

Parchment

  • None noted at this time.

  • CVC is looking for a mitigation strategy from Parchment for the rest of this work. Mike and Andrea will work with Jason to ensure this is received.

high

The 4 JIRAs that track the history of this issue are:

9.15.23


Weekly Project/Product Summary

Item #

Topic

Item Details: Weekly Activity/Decisions

Next Steps

Priority

Important Links & Documentation

Last Update Date

Item #

Topic

Item Details: Weekly Activity/Decisions

Next Steps

Priority

Important Links & Documentation

Last Update Date

1.

Weekly Combined Requirements Meeting Notes & Recordings

  • We meet every Tuesday to discuss items that need attention, analysis, escalated, or enhanced. All recordings, notes, and next steps can be found on the running combined requirements meeting agenda.

 

  • Next meeting is 9/19/23

high

https://docs.google.com/document/d/1S3zLxqu6CLDmIO6Eq1YmOlo-gPG_Hwn6-lyaEiTpkQE/edit

9/15/23

2.

Weekly Error Report

  • Attached is the weekly error report.

  • Parchment makes contact with students to assist/guide/resolve errors.

  • CVC looks through all errors to ensure none out of the ordinary.

high

Below is the enrollment report, with errors, for 9/4-9/10.

https://docs.google.com/spreadsheets/d/1EfS9xIUkwqq8y3ELOKPPHe-t10gz1EvxD6YuXQnkgZ4/edit?usp=sharing

9/10/23

3.

Update on P1 and P2 Colleges

N2N reported that we have reached the following:

  • 93 colleges live on P1

  • 48 colleges live on P2

 

 

 

9/14/23

4.

Reverse Import

  • The only outstanding item is the "ShowinCVC" indicator. Development is done and it’s ready to be tested.

  • Only 1 outstanding item here and Parchment and CVC are working together to finalize. From there, CVC will test.

high

https://cvc-oei.atlassian.net/browse/BLQ-779

9/15/23

5.

Financial Aid Integration

  • Chaffey -

    • Amanda reached out to college to re-start pilot kickoff.

  • Mt. Sac -

    • Amanda reached out to college to re-start pilot kickoff.

  • Long Beach -

    • CVC reached out to college to kickoff pilot.

  • Marker course technical doc for colleges being updated.

  • Project plans being updated.

  • Chaffey - Re-kickoff call is scheduled for Monday Sept 25th.

  • Mt. Sac - waiting to hear back from the college.

  • Long Beach - waiting to hear back from the college.

high

9/15/23

6.

Canvas Solution for ILP Colleges

  • Mike advised on 8/1 that a solution will be rolled out to Kern on Sept 1 to address the issue.

  • Other ILP colleges will then start to get the fix.

  • CVC has been working with Instructure and Ellucian on a new workflow to support cross-enrolled students. Previously, the method that was utilized by CVC was only supported by Instructure as a CSV upload process. 

  • In discussions with Ellucian, a CSV upload was not a viable option due to performance concerns in the ILP workflow, and instead, an API alternative was required in order for ILP to support the logins process at the Teaching Colleges.

  • CVC, Ellucian, and Instructure met on 7/19/23 to discuss a possible solution for the API requirement. Instructure identified that the supported fields for the Canvas Logins API did not match the supported fields for the Canvas Logins CSV. So Instructure agreed that the simplest solution would be to extend the existing CSV-supported fields to also be supported by the Logins API. This would allow Ellucian to use the Logins API to create a separate ILP workflow to support CVC cross-enrolled students at the Teaching College.

  • Mike to provide next steps from Ellucian based on their meeting.

high

 

9/15/23

7.

Parchment Weekly Sprint Jira Status Updates

Product and Priorities status updates:

  • Lane 1: Major Functional and Implementation Blockers

    • Ventura Course Modality Display Research - BLQ-855 (PICE-398/399) 9/12/2023 - In Progress, team researching root cause

    • PICE-472: Root cause analysis on incorrectly sent Transfer Articulation emails - 9/12/2023 - In Progress, team researching root cause

    • Cuesta Reverse Import Course Units Counts Off BLQ-845 9/13/2023 Logan confirmed something is off with adminPeriod. Following up with N2N and Cuesta. Update pending. 

    Lane 2: Renewal Enhancements

    • Financial Aid implementations at Long Beach, Chaffey, and Mt San Jac - pending college availability, CVC to schedule kick-offs 9/12/2023 On-going, first meeting scheduled with college 9/25/2023. CVC/Parchment prep call 9/13.

    • CSU/UC Log in Page enhancement - BLQ-961 9/13/23 Parchment reviewing CVC feedback on language changes; will provide new example for review. Logo updated in staging, pending update in production, once CVC approves logo.  

    • CCPG Overview - BLQ-948 9/12/2023 Parchment to share concept for review by end of SEP 

    • Document search result output sorting methods BLQ-979 - not started

     

    Lane 3: Prioritized Enhancements and Research

    • Complete application/integration diagram - BLQ-673 9/12/2023 started; completion TBD

    • Updated Badge Data Import Process for Bad Source Data PICE-453 - 9/12/2023 started; completion TBD 

    • Change The Sender Email Address For Emails Sent Via SendGrid - BLQ-995 9/12/23 In Progress -  As a part of supporting the request to change the sender to donotreply@cvc.edu we've added some functionality to the notification configuration in the Exchange, but most email providers now filter spam based on DKIM and SPF configuration, which is a set we will have to coordinate with you all on some IT tasks with your domain administrator. We'll work out the path for those tasks in the next week or two.

    • Enrollment Report Showing Error Messages BLQ-286  - not started

    • Show Withdrawn Status / First Drop Attempt in Student and Admin Dashboard -  BLQ-988  - not started

    • Status Update Failed Research BLQ-980  - not started

    • Payment Status, Errors, and Reconciliation BLQ-724  - not started

 

high

 

9/15/23

8.

eTranscript Implementations & Follow up with colleges

Below is the latest updates on where we are with each college:

  • Barstow 8.28.23 - Barstow advised Thursday October 5th at 1pm works best to meet. Parchment sent invite for Oct 5.

  • Cabrillo CCD - 7.12.23: No cohort established yet. They are going to move to Saas....so it will be awhile before we can get them set up for sending. When their cohort is established, then Amanda to reach back out to them to start sending process. Only will do this though when they have successfully migrated to SaaS.

  • Compton CCD - 9.7.23 - On hold until CVC/Compton determine specifics and timelines for new N2N API Integrations for P1 and P2.

  • Copper Mountain CCD (ECA) - 8.17.23 - Met with college and went over questons. They will continue to set up eTranscripts sending. Amanda to check in on Sept 17 to check progress.

  • College of the Desert CCD (ECA) 8.14.23 - Parchment advised KO has been scheduled for 10/23/23.

  • El Camino CCD (ECA) - 9.6.23 - Parchment and college touched base via email and Parchment is still at work on configs and college is working as well. If not emails or meeting responses by 9.28.23 - will send a follow up check in.

  • Feather River CCD (ECA) - 7.26.23 - College is now live for receiving. Amanda emailed them to ask when they want to start with the set up for the sending process.

  • Grossmont-Cuyamaca CCD (ECA) - 5.18.23 - Mike advised their cohort is a ways out and follow up with them closer to time.

  • Imperial Valley CCD (ECA) -9.6.23 - Met with Don and Sean to go over technical question. Troubleshooting worked. Amanda sent email to Melonie to see if I can get him set up for student enrollment detail report based on sending process. Waiting for her response.

  • Long Beach CCD (ECA) 9.7.23: I think we’re ready to do a final testing of sending. If you and/or Sean can join us for a final UAT then I think we’re good to go. Let me know availability. We’d like to: Generate a request from LBCC to LBCC, process the download file via our SIS, Drop the file to send in the export folder for the XAP communicator to pick up and send.

  • Marin CCD - 5.25.23 - emailed Jon at the college and provided dates/times for us to meet to start going over the sending process for eTranscripts. Will schedule when he responds. But if he doesnt respond, no need to follow up for several months out since they have not established a cohort yet.

  • Merced CCD (ECA) 9.6.23 - Parchment reached out and checked status - Jeanette from college said that she has some issues and asked how she can best communicate those back to Parchment.

  • Mt. San Jacinto CCD (ECA) - 9.2.23: Live for sending and receiving.

  • Napa Valley CCD - 2.8.23 - CVC not reaching out to college any further until CVC leadership advises to do so.

  • Palo Verde CCD - 6.7.23 - Sent email to Shelly to see if she would be willing to schedule a demo to get the process going for etrans receiving. If no response, will reach back out in 2 months.

  • Peralta CCD (ECA) 9.6.23 - Amanda sent follow up email to college/Parchment asking for a response/status.

  • College of the Redwoods (ECA) 9.6.23 - Update from Parchment: We had a successful end to end test with XAP today, and we are now ready to run through more thorough testing. We kindly ask you to provide us with example students that encompass all varieties of transcripts. For example, students with multiple levels, multiple degrees, honors, withdrawals, transfers, etc. Can you please send us a list of examples.. 15-20 students is usually good enough. You can share this in an excel or google doc. Please include their details such as: FN, LN, DOB, Student Id, and last four SSN.

  • Riverside CCD (ECA) 9.6.23 - College emailed me and Sean advising: "We've got the XAP Communicator v 4.0.21 installed on a new server. I see in the documentation that we need a username and password. Should we have that already? Or do we get that from you? Regarding the Colleague transcript extracts, our programmer is working on it. No updates on that so far." Sean is in the process of getting their accounts set up. If we have not heard an update by 10.1.23 - I'll reach out to do a status checkin.

  • San Diego CCD (ECA) 6.7.23 - Marina has reached out to their VP. Hold off on reaching out to them until further notice.

  • San Francisco CCD - 3.30.32 - live for receiving. Holding off on sending process until they are starting their implementation cohort.

  • San Joaquin Delta CCD (ECA) 9.6.23 - Emailed Parchment to see if they were ever able to schedule the call. If not, I asked them to schedule it and invte me and Sean.

  • San Mateo County CCD - 1.5.23 - Per Mike/Donna hold off on reaching out to them.

  • Santa Monica CCD - 6.1.23 - In talking to Mike they are moving to Banner. Hold off on reaching out to them for awhile.

  • Shasta-Tehama-Trinity Joint CCD (ECA) -7.12.23 - Amanda to talk to Mike about if I should follow up with this college or hold off. Mike advised he will reach out to Chaffey to see if they will give the code they used for their colleague implementation.

  • Sierra Joint CCD - 9.6.23 - Amanda sent email to college asking that they respond by 9.8.23 on if XAP can turn them on or not.

  • Siskiyou Joint CCD (ECA) 6.1.23 - Per discussions with Mike, hold off on reaching out to this college.

  • Solano CCD - 9.11.23 - Per Mike and Andrea - this college has moved their implementation to Oct 2024. They are moving to SaaS. We will follow up on eTranscripts as soon as we are closer to their implementation date next yr.

  • South Orange County CCD (ECA) 8.28.23 - College responded back with info and Parchment will talk to the tech team and get back to us on next steps. If no response by 9.15. amanda to flw with Parchment.

  • Victor Valley CCD (ECA) 9.7.23 - Sent email to Dr. Henry and Eric to check on how progress is going and to have them provide me with an update. If no response by Sept 15th, will reach out again.

  • West Kern CCD (ECA) 8.15.23 - me, Sean, Mike mt with Kyli at college and went over the Parchment path and building it in house. He is going to keep working on building this in house. Amanda to touch base with him 9.15.23 to check in to see how things are going.

  • West Valley-Mission CCD (ECA) 7.12.23 - Sent flw up email to college to check in on how things are progressing. They dont have a cohort established yet, so if no response follow up in end of Aug.

  • Yosemite CCD (ECA) 9.7.23 - Sent email to college to check on progress. If no response by 9.28 - will flw back up with college.

  • Yuba CCD (ECA) 8.14.23 - College is now live for receiving. Amanda emailed college and asked if we should start working on the set up for sending or wait closer to P2 implementation cohort launch. They advised they are working on other projects internally. Amanda to reach out in November 23 to get the ball rolling for sending.

 

 

 

 

  • Amanda and Sean to continue reaching out to colleges next week to continue getting them set up on sending and receiving.

high

In Process

Tracking HC and TC transcripts here: https://docs.google.com/spreadsheets/d/1e3Nq1Kt3qACJLqN4nWfmP-mWjdgK8_fSLiQb_ufBjdE/edit#gid=48089342

https://cvc-oei.atlassian.net/wiki/spaces/CVCOEI/pages/1749647361

https://cvc-oei.atlassian.net/wiki/spaces/CVCOEI/pages/1731002371

Weekly Meeting Notes and Action Items will be here each week: https://drive.google.com/drive/folders/12_-PObf7ii0hgvV3g4S-EfWzUamAi8zd

Weekly Status Call Recordings Here: https://drive.google.com/drive/folders/1LF4RbCkYhAdKjPwhoEw2SdArlvo4-u9i

9/14/23

 

Active Production Issues

Q1 Sprint Priority Items

Legend

Backlog = Prioritized, Development Not Started

in Progress = In Development/Status

In Testing = In Review or Testing

DONE = Finished/Closed

Low = Low Priority

medium = Medium Priority

High = High Priority

 

Jira, Description, and Status

Priority

Component

Date Started

Date Completed

Jira, Description, and Status

Priority

Component

Date Started

Date Completed

https://cvc-oei.atlassian.net/browse/BLN-445

low

Product Maintenance

1.12.23

7.3.23

https://cvc-oei.atlassian.net/browse/BLN-652

Low

SIS

1.31.23

7.5.23

https://cvc-oei.atlassian.net/browse/BLN-646

medium

Error Handling

3.21.23

7.5.23

https://cvc-oei.atlassian.net/browse/BLN-645

medium

Error Handling

3.21.23

7.5.23

https://cvc-oei.atlassian.net/browse/BLN-610

medium

API

1.12.23

7.3.23

https://cvc-oei.atlassian.net/browse/BLQ-992

medium

Website UI

7.25.23

7.31.23

https://cvc-oei.atlassian.net/browse/BLC-129

High

idP/EPPN

4.27.23

 

https://cvc-oei.atlassian.net/browse/BLC-115

High

API

4.18.23

9.11.23

https://cvc-oei.atlassian.net/browse/BLQ-891

High

Product Maintenance

4.1.23

 

https://cvc-oei.atlassian.net/browse/BLQ-846

High

Product Maintenance

1.4.23

 

https://cvc-oei.atlassian.net/browse/BLQ-920

Highest

Financial Aid Integration

2.22.23

 

https://cvc-oei.atlassian.net/browse/BLQ-952

Highest

Financial Aid Integration

3.28.23

 

https://cvc-oei.atlassian.net/browse/BLQ-972

High

Financial Aid Integration

6.8.23

 

https://cvc-oei.atlassian.net/browse/BLQ-855

High

Product Maintenance

1.18.23

 

https://cvc-oei.atlassian.net/browse/BLQ-779

High

System Enhancement

8.4.23

 

https://cvc-oei.atlassian.net/browse/BLQ-845

medium

System Enhancement

7.26.22

 

https://cvc-oei.atlassian.net/browse/BLN-280

Highest

Student Eligibility Checker

4.25.22

 

https://cvc-oei.atlassian.net/browse/BLN-650

Highest

Error Handling

1.18.23

8.3.23

https://cvc-oei.atlassian.net/browse/BLN-538

High

SIS/Sandbox

10.20.22

 

https://cvc-oei.atlassian.net/browse/BLN-539

High

SIS/Sandbox

10.20.22

 

https://cvc-oei.atlassian.net/browse/BLN-545

medium

SIS/Sandbox

10.20.22

 

https://cvc-oei.atlassian.net/browse/BLN-380

medium

SIS/Sandbox

3.21.23

 

https://cvc-oei.atlassian.net/browse/BLN-644

medium

Error Handling

1.11.23

8.3.23

https://cvc-oei.atlassian.net/browse/BLN-427

low

Performance

3.21.23

8.24.23

https://cvc-oei.atlassian.net/browse/BLN-35

lowest

SIS/Sandbox

3.21.23

 

https://cvc-oei.atlassian.net/browse/BLN-675

medium

Reverse Import

5.17.23

 

https://cvc-oei.atlassian.net/browse/BLN-677

medium

Reverse Import

5.25.23

9.11.23

https://cvc-oei.atlassian.net/browse/BLN-670

high

Person Match

5.8.23

 

https://cvc-oei.atlassian.net/browse/BLN-664

medium

eTranscripts

3.2.23

 

https://cvc-oei.atlassian.net/browse/BLN-705

high

Boomi

6.12.23

 

https://cvc-oei.atlassian.net/browse/BLN-726

medium

Error Handling

7.5.23

 

https://cvc-oei.atlassian.net/browse/BLN-727

medium

Error Handling

7.5.23

 

https://cvc-oei.atlassian.net/browse/BLN-728

medium

Error Handling

7.5.23

 

https://cvc-oei.atlassian.net/browse/BLQ-987

high

SSL Cert

7.11.23

7.24.23

https://cvc-oei.atlassian.net/browse/BLQ-991

high

ASSIST File

7.24.23

 

https://cvc-oei.atlassian.net/browse/BLN-730

high

Program Code

6.8.23

 

https://cvc-oei.atlassian.net/browse/BLN-280

highest

Student Eligibility Checker

4.22.23

 

https://cvc-oei.atlassian.net/browse/BLQ-984

 

Payment Processor

 

 

https://cvc-oei.atlassian.net/browse/BLQ-974

 

Financial Aid Integration

 

 

https://cvc-oei.atlassian.net/browse/BLQ-996

 

Admin Panel

 

 

https://cvc-oei.atlassian.net/browse/BLQ-975

 

Financial Aid Integration

 

 

https://cvc-oei.atlassian.net/browse/BLQ-673

 

Documentation

 

 

https://cvc-oei.atlassian.net/browse/BLQ-948

 

Financial Aid Integration

 

 

https://cvc-oei.atlassian.net/browse/BLQ-976

 

Financial Aid Integration

 

 

https://cvc-oei.atlassian.net/browse/BLQ-977

 

Financial Aid Integration

 

 

https://cvc-oei.atlassian.net/browse/BLQ-978

 

Financial Aid Integration

 

 

https://cvc-oei.atlassian.net/browse/BLQ-895

 

MIS Shared Application

 

 

https://cvc-oei.atlassian.net/browse/BLQ-995

 

Emails

 

 

https://cvc-oei.atlassian.net/browse/BLQ-961

 

CSU/UC Student Management: Route Appropriately

 

 

https://cvc-oei.atlassian.net/browse/BLQ-1008

medium

Documentation

9/14/23

 

Quarterly Dates

CVC Quarterly Dates

Parchment Quarterly Dates

N2N Quarterly Dates

CVC Quarterly Dates

Parchment Quarterly Dates

N2N Quarterly Dates

Q1: July 1-Sept 30

Q2: Oct 1-Dec 31

Q3: Jan 1-March 31

Q4: April 1-June 30

Q1: Jan 1-March 31

Q2: April 1-June 30

Q3: July 1-Sept 30

Q4: Oct 1-Dec 31

Q1: Jan 1-March 31

Q2: April 1-June 30

Q3: July 1-Sept 30

Q4: Oct 1-Dec 31